ADMINISTRATIVE ASSOCIATE

Administrative Associate

The Department of Biochemistry and Molecular Genetics invites applications for the position of Administrative Associate, a critical role providing high-level administrative and operational support to the Department Chair and Chair's Office. This position is ideal for a highly organized, proactive professional who thrives in a fast-paced academic environment and demonstrates exceptional judgment, discretion, and attention to detail. Under minimal supervision, to provide essential administrative and business support services within a school, department or unit which may include budget maintenance, personnel processing, policy communication, facilities/space management, database/files management, office/clinic management or patient flow management. To coordinate programmatic activities and functions. To conduct special projects relating to an office's administrative operations at the direction of superior. To maintain vendor relationships. To interface with internal and external constituencies. May provide confidential secretarial/office support functions for department chairs, large division directors, deans or other organization executives. Typically supervises clerical/secretarial staff. May assist in preparation and submission of grants. May be responsible for equipment/furniture repair. May assist with grants and contracts administration. May prepare financial reports and analyses.

Key Responsibilities:

• Provide comprehensive administrative support including managing email, calendars, scheduling, and correspondence
• Coordinate meetings including logistics, agendas, materials, and communications
• Manage confidential and sensitive information with discretion
• Prepare and review documents, reports, CVs, and presentations
• Coordinate all travel arrangements and reimbursements
• Communicate with external organizations for speaking engagements and materials
• Plan and coordinate events such as retreats, lectures, and programs
• Support committees, special projects, surveys, and reporting
• Oversee conference room scheduling and departmental logistics
• Assist with procurement, ordering, payments, and financial tracking
• Develop department communications such as newsletters and presentations
• Maintain and update department website content
• Support academic programs and serve as a point of contact
• Anticipate needs and resolve operational challenges proactively

Salary Range: $18.35 - $26.44 Onsite requirement in Birmingham, Alabama.

Qualifications:

• Bachelor's degree in a related field and one (1) year of related experience required or an equivalent combination of relevant education and/or experience.
• Preferred: Experience providing high-level administrative support.

Hard Skills:

• Email and calendar management
• Travel coordination and expense processing
• Document preparation and review
• Event planning and logistics
• Budget tracking and financial support
• Procurement and purchasing processes
• Survey creation and reporting
• Website content management
• Advanced Microsoft Office proficiency

Soft Skills:

• Strong organizational and time management skills
• Attention to detail
• Professional discretion and confidentiality
• Effective communication and interpersonal skills
• Emotional intelligence
• Adaptability and flexibility
• Problem-solving and critical thinking
• Ability to prioritize and manage multiple tasks
• Initiative and proactive mindset

UAB is an Equal Employment/Equal Educational Opportunity Institution dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, sex (including pregnancy), genetic information, age, disability, and veteran's status. As required by Title IX, UAB prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to UAB's Assistant Vice President and Senior Title IX Coordinator. The Title IX notice of nondiscrimination is located at uab.edu/titleix.